employee transfers in ospa

04/19/23 1

Employee Transfers in OSPA

Oregon Statewide Payroll Services

04/19/23 2

Class Goal

To provide a new payroll staff member with the “essential” tools needed to process an employee who is transferring from one state agency to another

04/19/23 3

Class Objectives

By the end of the class, the student will be able to: Describe the entries for the losing agency Describe the entries for the gaining agency Describe what to look for and how to address

at least one of the following issues: PEBB benefits Union dues Leave accruals

04/19/23 4

Class Handouts

PowerPoint Slides Agency Checklists Sample Screens Sample Reports Exercises

04/19/23 5

Losing Agency

04/19/23 6

Losing Agency Checklist

Confirm and look-up data on P030 Ensure time is entered and approved Except for December / pay January, set

P010 check dates as for a separation Advance, transfer, pay-off and adjust

leave Evaluate P070 deductions

04/19/23 7

Losing Agency Checklist Cont’d Check for outstanding overpayments Delete applicable entries on the P010,

P050, P070, P080, and PSEC entries Send documentation to gaining agency

04/19/23 8

P030 Job Status Data P030 OR#######,#####,1,072507 JOB STATUS DATA 030 LASTNAME, FIRSTNAME I

*** JOB STATUS INFO *** *** CONCURRENT JOB INFO ***

JOB STAT START/STOP 070107/072507 REPORT DISTR CD 033

PERS AGY/POS/DFC/SC #####/2000104/0/Y RECOG SVC DT 080198

PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M

APPOINTMENT TYP DT/CD 070103/P STANDARD HRS PER DAY 8.000

EMP REPR/CLS/OPT/STEP OA /C0212 /A/A/07 MASS TRANSIT DIST S

PERSONNEL TRANS CD 580 TIMESHEET CD N

BENEFIT PKG CD CO

LEAVE ACCRUAL SVC CD 2 EMPLOYEE ID #########

PERS JOB CLASS CODE 1

CREW-UNIT 38522

WAGE BASIS CD S

PERSONNEL BASE RATE 3044.00 ---FUND SPLITS--- -FIXED MLY DIFFS--

ADJUSTED BASE 3044.00 LABOR COSTING PCT PAY PCT/ PCT/

PERSONNEL PAY RATE 3044.00 TYPE AMT AMT

EQUIVALENT RATE 17.56 CD

HOLIDAY PKG CD O 070998404750 1.0000

LOA BEG DT/CD/END

SEPARATION DT/REASON 072507/80

O-T/FLSA CD Y/N

LAST PA NUMBR/TRAN DT 071607

P030 OR#######,#####,1,072507 JOB STATUS DATA 030 LASTNAME, FIRSTNAME I

*** JOB STATUS INFO *** *** CONCURRENT JOB INFO ***

JOB STAT START/STOP 070107/072507 REPORT DISTR CD 033

PERS AGY/POS/DFC/SC #####/2000104/0/Y RECOG SVC DT 080198

PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M

APPOINTMENT TYP DT/CD 070103/P STANDARD HRS PER DAY 8.000

EMP REPR/CLS/OPT/STEP OA /C0212 /A/A/07 MASS TRANSIT DIST S

PERSONNEL TRANS CD 580 TIMESHEET CD N

BENEFIT PKG CD CO

LEAVE ACCRUAL SVC CD 2 EMPLOYEE ID #########

PERS JOB CLASS CODE 1

CREW-UNIT 38522

WAGE BASIS CD S

PERSONNEL BASE RATE 3044.00 ---FUND SPLITS--- -FIXED MLY DIFFS--

ADJUSTED BASE 3044.00 LABOR COSTING PCT PAY PCT/ PCT/

PERSONNEL PAY RATE 3044.00 TYPE AMT AMT

EQUIVALENT RATE 17.56 CD

HOLIDAY PKG CD O 070998404750 1.0000

LOA BEG DT/CD/END

SEPARATION DT/REASON 072507/80

O-T/FLSA CD Y/N

LAST PA NUMBR/TRAN DT 071607

04/19/23 9

P030 Fields

JOB STAT START – look for change in LEAVE ACCRUAL SERVICE CODE in prior or current month

JOB STAT STOP = separation date, one day before start date at gaining agency

PT-FT CD/PCT – may impact benefits / leave accrual

04/19/23 10

P030 Fields Cont’d

PERSONNEL TRANS CODE = 580, transfer to a different agency

BENEFIT PKG CD: Publications, Reference Manual, Codes

LEAVE ACCRUAL SVC CD – used to manually accrue leave for final month(s)

WAGE BASIS CD – salaried, hourly

04/19/23 11

P030 Fields Cont’d

EQUIVALENT RATE: hourly rate for any VA & CT pay-off

SEPARATION DT/REASON: OSPA assigns, 80, transfer out

TIMESHEET CD – paper timesheet, ODT, or batch process

04/19/23 12

Verify / Enter Time

Prior month closed

?

Time entered for prior

mo?

Enter prior month’s

time

Enter current month’s

time

No No

Yes Yes

Start

End

04/19/23 13

Verify / Enter Time

P001/P003 OR P005/P004/P006 P001:

Timesheet start date – first day of the month for which entering time (current/prior month)

Timesheet end date – last date of employment or last day of prior month

Pay period ending date – last day of the month for which entering time

04/19/23 14

Retirement Contributions, Tax Withholding

04/19/23 15

P010 Withholding Data/Locator Data P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LASTNAME, FIRSTNAME WH63 INQUIRY ONLY THIS AGCY

RDC/CREW/CST CTR 033 ----------MANDATORY WITHHOLDING---------- ? TAX DATA FOLLOW-UP FLAG: N BEG DATE STAT EXEM ADDL END DATE ? FINAL CHECK ISSUED: 072507 ? FED 000000 00 0000 000000 ? FINAL CHECK PERIOD ENDING: 073107 ? STATE 000000 00 0000 000000 ? RETIREMENT START DATE: 000000

EFF ----FEDERAL---- -----STATE----- EIC RTMT RTMT RTMT FICA SAIF UNEM DATE STAT EXEM ADDL STAT EXEM ADDL CD SYST STAT ACCT SUBJ SUBJ SUBJ ? 053102 J 02 0000 J 04 0000 N S D ###### Y Y Y ?

----WAIVERS---- CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE ? ? ? ? ? ?

P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LASTNAME, FIRSTNAME WH63 INQUIRY ONLY THIS AGCY




04/19/23 16

P010 Check Dates

FINAL CHECK ISSUED – last day in losing agency

FINAL CHECK PERIOD ENDING – last day of pay period

DO NOT ENTER IN DECEMBER

04/19/23 17

P010 FEDERAL or STATE If new W-4:

http://www.irs.gov/pub/irs-pdf/fw4.pdf Change only if before run 1 EFF DATE -- end of pay period STAT – J, S, or N EXEM -- ## of exemptions claimed ADDL – ####, whole dollars

04/19/23 18

Exercise #1

04/19/23 19

Leave and Comp Time

04/19/23 20

Leave Screens Include

P430 Employee Leave Data Inquiry only Shows all leave balances

04/19/23 21

P430 Employee Leave Data P430 OR##### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER NEXT KEY

RECOGNIZED SERVICE DATE: 080198 DATA IN LEAVE CLEARING ACCOUNT: N

J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV 1 2 *F 00 00 .00 .0 .0 00 FWD 7022.75 .00 806.75 063007 LV BAL DT CUR/CONT 063007/073103 CUR 7022.75 .00 806.75

1 2 GL 00 00 .00 .0 8.0 10 FWD 8.00- .00 .00 123106 LV BAL DT CUR/CONT 063007/123106 CUR 8.00- .00 .00

1 2 PB 05 06 24.00 24.0 .0 06 FWD 24.00 .00 .00 053107 LV BAL DT CUR/CONT 063007/063007 CUR 24.00 .00 .00

1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR 39.54 .00

1 2 VA 00 00 10.00 325.0 .0 00 FWD 71.29 .00 .00 053107 LV BAL DT CUR/CONT 063007/083198 CUR 71.29 .00

P430 OR##### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER NEXT KEY

RECOGNIZED SERVICE DATE: 080198 DATA IN LEAVE CLEARING ACCOUNT: N

J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV 1 2 *F 00 00 .00 .0 .0 00 FWD 7022.75 .00 806.75 063007 LV BAL DT CUR/CONT 063007/073103 CUR 7022.75 .00 806.75

1 2 GL 00 00 .00 .0 8.0 10 FWD 8.00- .00 .00 123106 LV BAL DT CUR/CONT 063007/123106 CUR 8.00- .00 .00

1 2 PB 05 06 24.00 24.0 .0 06 FWD 24.00 .00 .00 053107 LV BAL DT CUR/CONT 063007/063007 CUR 24.00 .00 .00

1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR 39.54 .00

1 2 VA 00 00 10.00 325.0 .0 00 FWD 71.29 .00 .00 053107 LV BAL DT CUR/CONT 063007/083198 CUR 71.29 .00

04/19/23 22

Leave Screens Cont’d

P435 Employee Leave Data (by leave type) Shows entries from the P003 or P004 Time

Capture and P050 Gross Pay Adjustments on File screens

Use to manually adjust leave Cleared during leave accrual process each

month

04/19/23 23

P435 Employee Leave Data P435 OR####### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER UPDATES OR NEW KEY

J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV

1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR .00 6.54- .00

ADJ OR CLR ACCT HOURS REMAIN TIME LV EXP ENTRY TRFR FM/TO OTHR JOB LEAVE ADV LOST DATE DATE COMMENTS

? A 6.54 6.54- .00 000000 072607 JUL ACCRL ? T C 46.08- .00 .00 072509 072607 580 7-25-07 ? ? ? ? ? ? ? ? ?

P435 OR####### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER UPDATES OR NEW KEY


1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR .00 6.54- .00


? A 6.54 6.54- .00 000000 072607 JUL ACCRL ? T C 46.08- .00 .00 072509 072607 580 7-25-07 ? ? ? ? ? ? ? ? ?

04/19/23 24

Leave Screens Cont’d

P420 Leave Clearing Account Balances Displays leave for employees who have:

Transferred from one state agency to another Separated from state service

Balances will remain until transferred out or LV EXP DATE

Transferred to and from the clearing account with the P435 screen

04/19/23 25

P420 Leave Clearing Account Balances P420 OR####### LEAVE CLEARING ACCOUNT BALANCES

LV -----TRANSFERS IN---- ----TRANSFERS OUT---- ACCOUNT LV EXP

TYPE DATE AGY HRS DATE AGY HRS BALANCE DATE

PB CUR BAL 072607 ##### 15.00 063008

SL CUR BAL 072607 ##### 46.08 072509

VA CUR BAL 072607 ##### 48.47 072509

P420 OR####### LEAVE CLEARING ACCOUNT BALANCES



PB CUR BAL 072607 ##### 15.00 063008

SL CUR BAL 072607 ##### 46.08 072509

VA CUR BAL 072607 ##### 48.47 072509

04/19/23 26

Leave Types to Review

Personal Business (PB) Furlough Obligation (LA) Sick (SL) Vacation (VA, VF) Compensatory Time Accrued (CT) Military (ML) Pre-retirement (PR) Other leave used

04/19/23 27

Accrued Leave

Accrue = to accumulate or be added periodically

LARS accrues: Sick Leave (monthly after run 2) Vacation Leave (monthly after run 2) Compensatory Time (when earned) Personal Business (July 1 each year) Furlough Obligation (July 1 each biennium)

04/19/23 28

Personal Business

Positive balance July 1 of each year LARS:

Zeroes prior year’s balance Gives the employee a new balance

Transfer balance to clearing account, even if zero Expiration date: 06/30 of current fiscal year

04/19/23 29

Furlough Obligation

Positive balance Balance accrued at the beginning of the

biennium or when hired Transfer remaining balance to the

clearing account Expiration date: 06/30/11

04/19/23 30

Sick Leave

Positive balance Accrued monthly

Accrual rate = 8 hr. / mo for full-time employees

Advance sick leave earned for current or prior and current pay period

Transfer balance to the clearing account Expiration date: two years

04/19/23 31

Vacation Leave (VA)

Positive balance Accrued monthly

Accrual rate determined by employee’s RECOG SVC DT on the P030 screen

LEAVE ACCRUAL SVC CD on P030 screen + ACCR RATE from the PTB1 screen

Advance for current or prior and current pay period

04/19/23 32

VA Cont’d

Agency required to accept ≤80 hrs VA May agree in writing to transfer >80 Transfer amount accepted to clearing

account If balance left, pay-off remainder, up to

maximum allowed, on the P050 If any left after transfer and pay-off,

adjust to zero

04/19/23 33

VA – Trial Service

OSPS begins to accrue in first month Trial Service employees may not use

until WAIT employment month on the PTB1 screen

Advance for current or prior and current pay period

Transfer to the clearing account

04/19/23 34

VF – Excess Vacation Leave Management and Executive Service VA accrued above MAX ALLWD during

2007-09 biennium Moved to VF in January 2010 Have until 06/30/13 to use Notify gaining agency Adjust balance to zero

04/19/23 35

Accrue SL & VA?

For some contracts employee must have 32 paid hours in the month to accrue leave

Prior mo

accruals run?

Adjust prior

month’s accruals

Adjust current month’s accruals

No

Yes

EE worked required hrs?

End

No

Yes

StartEE

eligible?

Yes

No

04/19/23 36

Pro-rating Leave Accrual Reasons to prorate:

If employee works < full-time in current (or prior) month (P002, P007) The LEAVE ACCRUAL SVC CD on P030 changed in current (or prior) month

Monthly accrual rate x

EE’s Reg Paid Hrs

F-T Hrs for work schedule & month

04/19/23 37

Other Leaves

Leave used – negative balance Transfer ML Military Leave to clearing

account 09/30/YY expiration date

Transfer PR Pre-retirement to the clearing account Two year expiration date

GL Governor’s Leave – notify gaining agency

04/19/23 38

Advance Leave on the P4351. ?: A

2. ADJ OR TRFR FM/TO: A

3. HOURS LEAVE: # of hours to advance (e.g., 8.00)

4. REMAIN ADV: # of hours to advance – (e.g., 8.00-)

5. COMMENTS: 12 characters

04/19/23 39

Transfer to Clearing Account1. ?: A

2. ADJ OR TRFR FM/TO: T

3. CLR ACCT OTHR JOB: C

4. HOURS LEAVE: total # of hours – (e.g., 225.00-) (ML and PR have negative balances)

5. LV EXP DATE: 60 days


04/19/23 40

To Zero Out Leave on the P435• Such as GL, EL, IT, JD, etc.• Most will have a negative balance

1. ?: A

2. ADJ OR TRFR FM/TO: A

3. HOURS LEAVE: CUR from P430 (54.50)


04/19/23 41

CT and VA Pay-off

Eligible employees will be paid for: Accrued compensatory time Accrued VA not accepted by gaining agency

Governed by: Statewide HR policy 60.000.05 (Resources,

DAS Human Resource Services, HRSD Rule and Policy Manual, Division 60)

Bargaining agreements (Resources, Labor Relations Unit, Collective Bargaining Agreements)

04/19/23 42

P050 Gross Pay Adjustment P050 OR#######,#####,1,MMDDYY GROSS PAY ADJUSTMENTS ON FILE LASTNAME, FIRSTNAME

PAY STRT STOP ADJ DAYS TRAN TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG ? IR 053104 043006 .00 .00 .00 042606 INS RETURN PRO COMMENT INS RETURN

? CTP 073107 073107 A 17.56 10.00 175.60 072507 CTP COMP PAYOFF COMMENT CTA TRANSFER

? A COMMENT

? A COMMENT

? A COMMENT

? A COMMENT

P050 OR#######,#####,1,MMDDYY GROSS PAY ADJUSTMENTS ON FILE LASTNAME, FIRSTNAME

PAY STRT STOP ADJ DAYS TRAN TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG ? IR 053104 043006 .00 .00 .00 042606 INS RETURN PRO COMMENT INS RETURN

? CTP 073107 073107 A 17.56 10.00 175.60 072507 CTP COMP PAYOFF COMMENT CTA TRANSFER

? A COMMENT

? A COMMENT

? A COMMENT

? A COMMENT

04/19/23 43

P050 Entries

PAY TYPE: CTP = Compensatory time payoff VAP = Vacation payoff up to 250 hrs.

START DATE – will default to date used to retrieve record

STOP DATE – will default to date used to retrieve record

04/19/23 44

P050 Entries Cont’d

ADJ TYPE – A = one-time (default) RATE – EQUIVALENT RATE from the

P030 UNITS – CT & VA hours from P435 AMOUNT – OSPA will calculate

04/19/23 45

P050 Entries Cont’d

Hidden field – spaces for labor costing, can use for additional comments

COMMENT – 12 characters Reason for entry Creates an audit trail Prints on the Payroll Register

04/19/23 46

E492 Report

E492 Terminated Employee with Leave Balances

Produced with leave accrual process Includes CT, LA, ML, PB, PR, SL, VA

04/19/23 47

Exercise #2

04/19/23 48

Adjusting Deductions

04/19/23 49

Evaluate Existing Deductions PEBB Benefits Wage

Withholding Orders

Union Dues/Fair Share

Deferred Comp Loan Repayment

Parking Direct Deposit(s) Charitable Fund Drive Food Bank Deferred Comp

04/19/23 50

Required PEBB Benefits

Required unless waive or opt out Medical Dental Vision (if PPO medical plan) Agency paid pre-tax $5,000 basic life

(unless YJ benefit package)

04/19/23 51

Optional PEBB Benefits

Optional life Long & short-term disability Long-term care Accidental death & dismemberment Flexible spending accounts

04/19/23 52

PEBB Benefits (PDB)

PDB ends benefits for losing agency and begins benefits for gaining agency in OSPA

PPDB interfaces transfer to and from to PDB

Agency staff members review & adjust P070 / PDB

OSPA interfaces actual hours worked to PDB

Nightly

Every 2 min.

After run 2

Start

04/19/23 53

PEBB Benefits Generally

If hours worked + paid leave < 80 hrs, employee not eligible for benefits for next month

PDB calculates # of business days between 1st of month & transfer date If ≤9 business days, benefits will end this

month If >9 business days, benefits will end next

month

04/19/23 54

PEBB Benefits for Transfers With transfer PA codes PDB will:

Stop benefits for losing agency Begin benefits for gaining agency

No agency approval required Will not generate a COBRA notice

04/19/23 55

PDB Actions Cont’d

Make sure there is no break in service In the PPDB (P030):

Gaining agency START DATE must be next day after losing agency END DATE

END DATE: 123110 START DATE: 010111

PDB will apply 80 hour rule

04/19/23 56

OAR 101-020-0047

Losing agency pays premiums for medical, dental, vision, and agency paid basic life (SLNN) for final pay period

If <80 hrs in losing agency, make one-time entries (ADJ TYP = A) on P070 to force premiums

04/19/23 57

Optional PEBB Benefits

Losing agency pays premiums if final pay covers

If it does not: Losing agency notifies gaining agency Gaining agency enters one-time (ADJ = A)

deduction(s) on the P070 to force premiums in current pay period

04/19/23 58

P070 PEBB Deductions

P070 OR#######,#####,073107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS LASTNAME FIRSTNAME I DA98 PRESS ENTER FOR NEXT PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE J DESC DESC GRS NET AMOUNT PCT ? KDNN DDD D 073103 073107 .00 .00 .00 .00 KAISER DENT EMP&FAMILY COMM TRANS DATE 071707 ACH ACCT ACCT CD

? KDNN 901 D 073103 073107 .00 .00 .00 .00 KAISER DENT EE YTD/AGCY$ COMM TRANS DATE 071707 ACH ACCT ACCT CD

? KMNN DDD H 073103 073107 .00 .00 .00 .00 KAISER HMO EMP&FAMILY COMM OE 2002 TRANS DATE 071707 ACH ACCT ACCT CD

? KMNN 901 H 073103 073107 .00 .00 .00 .00 KAISER HMO EE YTD/AGCY$ COMM TRANS DATE 071707 ACH ACCT ACCT CD




? KMNN DDD H 073103 073107 .00 .00 .00 .00 KAISER HMO EMP&FAMILY COMM OE 2002 TRANS DATE 071707 ACH ACCT ACCT CD

? KMNN 901 H 073103 073107 .00 .00 .00 .00 KAISER HMO EE YTD/AGCY$ COMM TRANS DATE 071707 ACH ACCT ACCT CD

04/19/23 59

P070 Force PEBB Premiums P070 OR#######,#####,073107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS LASTNAME FIRSTNAME I DA98 PRESS ENTER FOR NEXT PAGE


A A KDNN DDD D 073107 073107 .00 121.28 .72 120.56 KAISER DENT EMP&FAMILY COMM TRANS DATE 071707 ACH ACCT ACCT CD



A A KDNN DDD D 073107 073107 .00 121.28 .72 120.56 KAISER DENT EMP&FAMILY COMM TRANS DATE 071707 ACH ACCT ACCT CD

04/19/23 60

PTD2 Payroll Deduction Table PTD2 KDNN,073107 PAYROLL DED/PLAN TABLE

Payee KAISER FOUNDATION - PEBB/ Deduction Description KAISER DENT

T Plan Description Carrier Vendor Adm/Stab State Empl OPE Cls Code Plan Cvg Share Fee Share Share Tier CD ? AAA EMP ONLY _ A 88.00 .53 .00 88.53 W ? BBB EMP&SPOUSE _ B 117.93 .71 .00 118.64 X ? CCC EMP&CHILDREN _ C 101.20 .61 .00 101.81 Y ? DDD EMP&FAMILY _ D 120.56 .72 .00 121.28 Z ? ZZZ ADJ 2006 _ _ .00 .00 .00 .00 _ ? 001 ADJ 2006 _ _ .00 .00 .00 .00 _ ? 101 EMP ONLY _ A 88.00 .53 .00 88.53 W ? 102 EMP&SPOUSE _ B 117.93 .71 .00 118.64 X ? 103 EMP&CHILDREN _ C 101.20 .61 .00 101.81 Y ? 104 EMP&FAMILY _ D 120.56 .72 .00 121.28 Z ? 802 EMP&PARTNER _ B 117.93 .71 .00 118.64 X ? 803 EE/DP'S CHL _ C 101.20 .61 .00 101.81 Y ? 804 EE/DP/EE CHL _ D 120.56 .72 .00 121.28 Z ? 805 EMP&BOTH CHL _ C 101.20 .61 .00 101.81 Y ? 806 EE/DP/DP CHL _ D 120.56 .72 .00 121.28 Z ? 807 EE/DP/BTH CH _ D 120.56 .72 .00 121.28 Z ? 901 EE YTD/AGCY$ _ _ .00 .00 .00 .00 _ ? 902 ADJ 2006 SUB _ _ .00 .00 .00 .00 _

PTD2 KDNN,073107 PAYROLL DED/PLAN TABLE

Payee KAISER FOUNDATION - PEBB/ Deduction Description KAISER DENT

T Plan Description Carrier Vendor Adm/Stab State Empl OPE Cls Code Plan Cvg Share Fee Share Share Tier CD ? AAA EMP ONLY _ A 88.00 .53 .00 88.53 W ? BBB EMP&SPOUSE _ B 117.93 .71 .00 118.64 X ? CCC EMP&CHILDREN _ C 101.20 .61 .00 101.81 Y ? DDD EMP&FAMILY _ D 120.56 .72 .00 121.28 Z ? ZZZ ADJ 2006 _ _ .00 .00 .00 .00 _ ? 001 ADJ 2006 _ _ .00 .00 .00 .00 _ ? 101 EMP ONLY _ A 88.00 .53 .00 88.53 W ? 102 EMP&SPOUSE _ B 117.93 .71 .00 118.64 X ? 103 EMP&CHILDREN _ C 101.20 .61 .00 101.81 Y ? 104 EMP&FAMILY _ D 120.56 .72 .00 121.28 Z ? 802 EMP&PARTNER _ B 117.93 .71 .00 118.64 X ? 803 EE/DP'S CHL _ C 101.20 .61 .00 101.81 Y ? 804 EE/DP/EE CHL _ D 120.56 .72 .00 121.28 Z ? 805 EMP&BOTH CHL _ C 101.20 .61 .00 101.81 Y ? 806 EE/DP/DP CHL _ D 120.56 .72 .00 121.28 Z ? 807 EE/DP/BTH CH _ D 120.56 .72 .00 121.28 Z ? 901 EE YTD/AGCY$ _ _ .00 .00 .00 .00 _ ? 902 ADJ 2006 SUB _ _ .00 .00 .00 .00 _

04/19/23 61

Parking

State-owned parking paid in arrears Private parking generally paid in

advance

04/19/23 62

“Involuntary” Deductions

Union dues / fair share covers month in which collected

Wage withholding orders – recalculate Deduct uncollected overpayments from

final pay

04/19/23 63

Uncollected Overpayments OAM 45.50.00 PO & PR and collective

bargaining agreements P370 Calculation of Current Pay-off

displays prior month negatives

04/19/23 64

Deleting Deductions

Work with gaining agency. Do not delete deductions until they have been cloned.

For direct deposits, delete 3 months prior

04/19/23 65

To Delete a Deduction

Retrieve record for pay period where deduction will no longer be in effect

For example: Final work day = 12/31/10 Deduction included in final pay P070 SSN or Employee ID 01/31/11

? = D (delete)

04/19/23 66

Delete Data on Other Screens P050 Gross Pay Adjustments

IR entry if employee opted out of medical or medical and dental insurance

DPT / DPN entries if employee has domestic partner insurance

P010 Withholding Data / Locator Data WAIVERS if the employee declined PEBB

benefits

04/19/23 67

On-line Daily Time Security

04/19/23 68

On-line Daily Time PSEC

Delete record from PSEC after manager has locked time for final pay

Two steps:1. “Undaily” on Payroll Time Capture – P006

Supervisor Entry Menu

2. Delete employee’s record on PSEC Time Entry Security Table

04/19/23 69

P006 On-line Daily Time

1. P006, your SSN, agency, distribution code + [ENTER]

2. SUPV PIN + [ENTER]

3. SSN (employee’s) + [ENTER]

4. VERIFY TIME?: X + [ENTER]

5. VERIFY TIME?: X + [ENTER]

04/19/23 70

Exercise #3

04/19/23 71

P032 Job Status Display P032 OR####### ##### 1 072507 JOB STATUS DISPLAY LASTNAME, FIRSTNAME

JD09 LAST PAGE

CC JOB : 1 START/STOP DATES: 070107 / 072507 RECOG SVC DATE: 080198

PERS AGY: ##### POSITION: 2000104 DFC: 0 SC: 0

ADDITIONAL JOB STATUS INFO:

CONC --JOB STATUS--- PERSONNEL RECOG DBL FIL SEP

JOB START STOP AGENCY REPR/CLASS POSITION SVC DT CODE CODE

1 120105 091006 ##### OA C0212 2000104 080198 0 0

1 091106 113006 ##### OA C0212 2000104 080198 0 0

1 120106 013107 ##### OA C0212 2000104 080198 0 0

1 020107 063007 ##### OA C0212 2000104 080198 0 0

1 070107 072507 ####1 OA C0212 2000104 080198 0 0

1 072607 999999 ####2 OA C1216 0153012 080198 0 0

P032 OR####### ##### 1 072507 JOB STATUS DISPLAY LASTNAME, FIRSTNAME

JD09 LAST PAGE

CC JOB : 1 START/STOP DATES: 070107 / 072507 RECOG SVC DATE: 080198

PERS AGY: ##### POSITION: 2000104 DFC: 0 SC: 0

ADDITIONAL JOB STATUS INFO:

CONC --JOB STATUS--- PERSONNEL RECOG DBL FIL SEP

JOB START STOP AGENCY REPR/CLASS POSITION SVC DT CODE CODE

1 120105 091006 ##### OA C0212 2000104 080198 0 0

1 091106 113006 ##### OA C0212 2000104 080198 0 0

1 120106 013107 ##### OA C0212 2000104 080198 0 0

1 020107 063007 ##### OA C0212 2000104 080198 0 0

1 070107 072507 ####1 OA C0212 2000104 080198 0 0

1 072607 999999 ####2 OA C1216 0153012 080198 0 0

04/19/23 72

Gaining Agency

04/19/23 73

Gaining Agency Checklist Confirm and look-up data on P030 Clone employee’s data on the P071

Check cloned data on P010, P020, P050, P070

Check PEBB entries on the P070, P050, and P010

Transfer in leave balances on P435

04/19/23 74

P030 Job Status Data P030 OR#######,#####,1,999999 JOB STATUS DATA 030 LASTNAME, FIRSTNAME

*** JOB STATUS INFO *** *** CONCURRENT JOB INFO *** JOB STAT START/STOP 072607/999999 REPORT DISTR CD 140 PERS AGY/POS/DFC/SC #####/0153012/0/0 RECOG SVC DT 080198 PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M APPOINTMENT TYP DT/CD 072607/P STANDARD HRS PER DAY 8.000 EMP REPR/CLS/OPT/STEP OA /C1216 /A/A/04 MASS TRANSIT DIST S PERSONNEL TRANS CD 171 230 231 TIMESHEET CD N BENEFIT PKG CD CO LEAVE ACCRUAL SVC CD 2 EMPLOYEE ID ######### PERS JOB CLASS CODE 1 CREW-UNIT 1405 WAGE BASIS CD S PERSONNEL BASE RATE 3183.00 ---FUND SPLITS--- -FIXED MLY DIFFS-- ADJUSTED BASE 3183.00 LABOR COSTING PCT PAY PCT/ PCT/ PERSONNEL PAY RATE 3183.00 TYPE AMT AMT EQUIVALENT RATE 18.36 CD HOLIDAY PKG CD O 094600100000 1.0000 LOA BEG DT/CD/END SEPARATION DT/REASON O-T/FLSA CD Y/N LAST PA NUMBR/TRAN DT TRANIN 072607

P030 OR#######,#####,1,999999 JOB STATUS DATA 030 LASTNAME, FIRSTNAME

*** JOB STATUS INFO *** *** CONCURRENT JOB INFO *** JOB STAT START/STOP 072607/999999 REPORT DISTR CD 140 PERS AGY/POS/DFC/SC #####/0153012/0/0 RECOG SVC DT 080198 PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M APPOINTMENT TYP DT/CD 072607/P STANDARD HRS PER DAY 8.000 EMP REPR/CLS/OPT/STEP OA /C1216 /A/A/04 MASS TRANSIT DIST S PERSONNEL TRANS CD 171 230 231 TIMESHEET CD N BENEFIT PKG CD CO LEAVE ACCRUAL SVC CD 2 EMPLOYEE ID ######### PERS JOB CLASS CODE 1 CREW-UNIT 1405 WAGE BASIS CD S PERSONNEL BASE RATE 3183.00 ---FUND SPLITS--- -FIXED MLY DIFFS-- ADJUSTED BASE 3183.00 LABOR COSTING PCT PAY PCT/ PCT/ PERSONNEL PAY RATE 3183.00 TYPE AMT AMT EQUIVALENT RATE 18.36 CD HOLIDAY PKG CD O 094600100000 1.0000 LOA BEG DT/CD/END SEPARATION DT/REASON O-T/FLSA CD Y/N LAST PA NUMBR/TRAN DT TRANIN 072607

04/19/23 75

P030 Fields

JOB STAT START – one day after JOB STAT STOP for losing agency

PERSONNEL TRANS CODE 171, Transfer In – Promotion 173, Transfer In – Lower 175, Transfer In – Equal

BENEFIT PKG CD PERS JOB CLASS CODE

04/19/23 76

P071 (Cloning)

Blank screen – P071 OR####### losing agency gaining agency

Without a date, clones for current pay period May enter a date – P071 OR####### #####

##### MMDDYY

p071 OR####### ##### #####p071 OR####### ##### #####

04/19/23 77

Clones Following Screens P010 Withholding Data / Locator Data P020 Work Schedule Data P050 Gross Pay Adjustments P070 Deductions and Deduction

Adjustments (except PEBB benefits)

04/19/23 78

Work Schedule

04/19/23 79

P020 Work Schedule Data P020 OR####### ##### 1 WORK SCHEDULE DATA 020 LASTNAME, FIRSTNAME WR13 UPDATE COMPLETED

START END WS SHIFT SHIFT DATE DATE CODE START CODE

? ? 050106 999999 AA7 0800 1

P020 OR####### ##### 1 WORK SCHEDULE DATA 020 LASTNAME, FIRSTNAME WR13 UPDATE COMPLETED

START END WS SHIFT SHIFT DATE DATE CODE START CODE

? ? 050106 999999 AA7 0800 1

04/19/23 80

P020 Fields

START DATE -- MMDDYY END DATE -- system set, 999999 WS CODE – Publications, Reference

Manual, Codes SHIFT START – 24-hour clock, enter if

other than 8:00 AM (0800) SHIFT CODE – 1=day, 2=evening,

3=night

04/19/23 81

Retirement, Withholding, PEBB Waivers

04/19/23 82

P010 Withholding Data/Locator Data P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LASTNAME, FIRSTNAME WH63 INQUIRY ONLY THIS AGCY




P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LASTNAME, FIRSTNAME WH63 INQUIRY ONLY THIS AGCY




04/19/23 83

P010 -- Check Dates

FINAL CHECK ISSUED FINAL CHECK PERIOD ENDING If dates present, change to 000000

04/19/23 84

P010 – Taxes

MANDATORY WITHHOLDING FED – Indicates IRS Lock-in Letter STATE – Indicates DOR Determination Letter END DATE – If >current date, will override data

in FEDERAL / STATE fields On P010 even before cloning Gaining agency has responsibility to continue New W-4 for STATE, forward to DOR For FED, if increases withholding, use. If

decreases, wait for new letter.

04/19/23 85

P010 – Taxes Cont’d

FEDERAL / STATE IRS W-4:

http://www.irs.gov/pub/irs-pdf/fw4.pdf Employee should submit two W-4’s if different

for state and federal – mark one “FOR OREGON ONLY”

04/19/23 86

P010 – Taxes Cont’d

EFF DATE – Enter end date for next pay period, if after run 1 final

STAT -- If W-4 indicates exempt from withholding, send copy to OSPS

EXEM -- If W-4 claims >10 withholding allowances, send copy to OSPS

04/19/23 87

P010 – Taxes, Out-of-State Duty Station Contact OSPS OSPS will:

Contact state Calculate monthly withholding amount Establish deduction code on PTD1 Report and pay taxes

Agency will: Notify OSPS when employee transfers and

when salary changes Enter P070 deduction each month

04/19/23 88

P010 – Taxes, Foreign Nationals OSPS.99.01 Foreign National

Residency Determination (Forms, Employee Forms)

Resident aliens taxed as U.S. citizens Nonresident aliens have separate

withholding requirements Reference Manual, Recommended

Practices, Taxes, Foreign Nationals

04/19/23 89

P010 – Retirement

Possible considerations: Employee not yet eligible for OPSRP Old or new position not PERS qualifying Change in PERS Wage / Job Class Code

04/19/23 90

P010 – Retirement Cont’d

Look at PERS JOB CLASS CODE on the P030: If 1, 2, 4, 9, H, P, Y, Z – start contributions If B, D, M, N, R, X – not in qualifying position

or returning retiree If G, F, L, E, S – determine if employee has

met eligibility requirements or has dormant account

04/19/23 91

Not Yet Retirement Eligible RETIREMENT START DATE:

MMDDYY Designates date state will begin making PERS

contributions for the employee OSPA will include employee on E357-020

Employees Eligible for Participation in Retirement Report one mo. prior

RTMT SYST: N RTMT STAT: N

04/19/23 92

Already Retirement Eligible RTMT SYST

From P030 PERS JOB CLASS CODE Resources, DAS Human Resource Services,

HR Systems and Services, PPDB Group, PPDB Resources and Information, Wage Job Class Codes

RTMT STAT: D (employer pick-up) RTMT ACCT: Optional field, Tier 1 &

Tier 2 members only

04/19/23 93

Other P010 Fields

FICA SUBJ – Y SAIF SUBJ – Y UNEM SUBJ – Y

04/19/23 94

P010 -- PEBB Waivers

Reference Manual, Publications, Handbooks, PEBB Benefits

Ensure consistency: If P070 has OONN 005, should have

WAIVERS on P010 If P070 has PEBB benefit deductions,

WAIVERS on P010 should be blank

E497 Employees with Non-blank Waivers Report

04/19/23 95

Exercise #4

04/19/23 96

Adjusting Deductions

04/19/23 97

P070 Deductions and Deduction Adjustments P070 OR#######,#####,083107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS LASTNAME, FIRSTNAME DA98 PRESS ENTER FOR NEXT PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE J DESC DESC GRS NET AMOUNT PCT ? DONN N 073107 999999 .00 .00 .00 .00 SEIU 503 DUE COMM TRANS DATE 072607 ACH ACCT ACCT CD

? KDNN DDD D 083107 999999 .00 .00 .00 .00 KAISER DENT EMP&FAMILY COMM TRANS DATE 072707 ACH ACCT ACCT CD


? KMNN DDD H 083107 999999 .00 .00 .00 .00 KAISER HMO EMP&FAMILY COMM TRANS DATE 072707 ACH ACCT ACCT CD

P070 OR#######,#####,083107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS LASTNAME, FIRSTNAME DA98 PRESS ENTER FOR NEXT PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE J DESC DESC GRS NET AMOUNT PCT ? DONN N 073107 999999 .00 .00 .00 .00 SEIU 503 DUE COMM TRANS DATE 072607 ACH ACCT ACCT CD

? KDNN DDD D 083107 999999 .00 .00 .00 .00 KAISER DENT EMP&FAMILY COMM TRANS DATE 072707 ACH ACCT ACCT CD


? KMNN DDD H 083107 999999 .00 .00 .00 .00 KAISER HMO EMP&FAMILY COMM TRANS DATE 072707 ACH ACCT ACCT CD

04/19/23 98

PEBB Benefits

Confirm interface from PDB If notified by losing agency, force

premiums for optional insurance premiums

Check for: Domestic partner insurance (P050) Opt out of medical or medical and dental

insurance (P050) Decline benefits (P010)

04/19/23 99

DAS Parking

Deducted in arrears For new parking DAS, Facilities,

Parking, will provide deduction and plan code

04/19/23 100

Union Dues / Fair Share

Determined by employee’s REPR / BENEFIT PKG CD on the P030 (Reference Manual, Codes)

Represented employee may: Join union Exercise right of non-association Default to fair share

Employee submits form to union, which notifies payroll

04/19/23 101

Union Dues – Non-Association Employee may exercise right of non-

association because of religious tenet or church teaching

Upon approval of union, pays amount equivalent to monthly union dues to a nonreligious charity

ORS 243.666

04/19/23 102

SEIU Members (Not F/S)

Transfer to a management service, classified unrepresented, or unclassified position: Associate membership unless written request

from employee via SEIU Delete “issues” deductions unless employee

requests via SEIU that they continue Keep SEIU insurances unless notified by SEIU

/ employee

04/19/23 103

SEIU Members Cont’d

Transfers to a position represented by another bargaining unit: Enter deduction for new bargaining unit Only enter SEIU associate membership if

employee requests

04/19/23 104

Deferred Compensation (OSGP) DCNN 100 – Regular contributions CAUTION: if employee has a deduction

in both agencies for the same month, OSPA will make two deductions

04/19/23 105

Direct Deposit

If deduction is cloned, OSPA will not pre-note

If you enter a new deduction, OSPA will pre-note the first month

Publications, Reference Manual, Entry Guides, Direct Deposit

04/19/23 106

PSEC

If employee will use On-line Daily Time, enter on PSEC

Reference Manual, Screen Descriptions, PSEC

04/19/23 107

Exercise #5

04/19/23 108

Leave and Comp Time

04/19/23 109

Transfer from Clearing Account On or after P030 START DATE,

transfer leave balances to gaining agency

Determine balances on P420 Make entries on P435

04/19/23 110

Personal Business

If leave accrual runs prior to transferring the leave from the clearing account, LARS will give employee the full balance for the year

Employee is not entitled to a new balance – only the balance remaining from the losing agency Zero balance in the clearing account indicates

employee has already used all

04/19/23 111

Furlough Obligation

Obligation in new position may not be the same as that for the old position

Determine the amount for the employee in new position

Use the balance in the clearing account to determine how much the employee has taken

Transfer all from the clearing account Adjust to the appropriate balance

04/19/23 112

Transfer from Clearing Account on P4351. ?: A

2. ADJ OR TRFR FM/TO: F

3. CLR ACCT OTHR JOB: C

4. HOURS LEAVE: total # of hours (e.g., 80.00) from P420

• Positive for accrued leave (PB, VA, SL, LA)• Negative for ML, PR


04/19/23 113

P435 Employee Leave Data P435 OR####### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER UPDATES OR NEW KEY


1 2 SL 00 00 8.00 9999.0 .0 00 FWD .00 .00 .00 000000 LV BAL DT CUR/CONT 063007/000000 CUR 46.08 .00 .00


? F C 46.08 .00 .00 000000 072707 FROM 10000 ?

P435 OR####### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER UPDATES OR NEW KEY


1 2 SL 00 00 8.00 9999.0 .0 00 FWD .00 .00 .00 000000 LV BAL DT CUR/CONT 063007/000000 CUR 46.08 .00 .00


? F C 46.08 .00 .00 000000 072707 FROM 10000 ?

04/19/23 114

P420 Leave Clearing Account Balances




PB CUR BAL 072607 ##### 15.00 072707 ##### 15.00- 063008

SL CUR BAL 072607 ##### 46.08 072707 ##### 46.08- 072509

VA CUR BAL 072607 ##### 48.47 072707 ##### 48.47- 072509




PB CUR BAL 072607 ##### 15.00 072707 ##### 15.00- 063008

SL CUR BAL 072607 ##### 46.08 072707 ##### 46.08- 072509

VA CUR BAL 072607 ##### 48.47 072707 ##### 48.47- 072509

04/19/23 115

Excess Vacation Leave

Will not be in clearing account Losing agency will notify gaining agency

if employee has balance Add leave type on P435 screen Then, adjust VF leave balance on the

P435

04/19/23 116

Add Leave Type on P435

1. P435 OR####### ##### VF

2. [ENTER]

04/19/23 117

P435 Add Leave TypeP435 OR####### ##### VF EMPLOYEE LEAVE DATA

LASTNAME, FIRSTNAME LV04 NO LEAVE DETAIL DATA EXISTS

J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST

B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV

1 5 GL 00 00 .00 .0 8.0 10 FWD .00 .00 .00 000000

LV BAL DT CUR/CONT 000000/000000 CUR .00 .00 .00

ADJ OR CLR ACCT HOURS REMAIN TIME LV EXP ENTRY

TRFR FM/TO OTHR JOB LEAVE ADV LOST DATE DATE COMMENTS

?

?

04/19/23 118

Exercise #6

04/19/23 119

Send Documentation

Tax forms: Current W-4 IRS Lock-in or DOR Determination Letters OSPS.99.01 Determination of Foreign

National’s Residency Form

Current wage withholding orders Current forms authorizing deductions

04/19/23 120

Documentation Cont’d

PEBB forms and certifications Affidavit of Domestic Partnership Domestic Partner Certification of Dependent

Tax Status

FMLA / OFLA hours SAIF notices for a Workers’

Compensation Claim Other?

04/19/23 121

Reports

E322-01 Deductions Past Job Ending Date

XREF01 Deduction ReconciliationE497 Employees with Non-blank

WaiversB075B Gross Pay Adjustments

04/19/23 122

Reports Cont’d

E260-100 Gross Pay over 2.0 x Ajd Base Exception

E460 Leave Accrual – Adjustments and Transfers

E470C, E470Cm, E470D Leave Accrual – Detail Transaction Register

04/19/23 123

Reports Cont’d

Net pay Negative ReportE492 Terminated Employees with

Leave Balances

04/19/23 124

PERS EDX/jClarety

PPDB will interface transfer to jClarety Only send paper forms to PERS if a

DAS Centralized Services staff member requests

04/19/23 125

Exercise #7

04/19/23 126

Questions?

04/19/23 127

Exercise #8 - Review

04/19/23 128

Evaluation

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My WorkSpace, My Transcript, Take Survey

employee transfers in ospa

Documents

cd holiday pkg cd o

timesheet cd n benefit

separation date

city cnty cd

report distr cd

codesleave accrual svc

date of employment

different agencybenefit